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Add Material Recipients

A Material Recipient is an individual, organization or household that receives physically donated goods from your organization. Material Recipients are first created as constituents in Argenta and then assigned as Material Recipients. 

To get started, select Materials Management > Material Recipients - from the Argenta main menu on the left-hand side of the screen:

This opens the Recipients screen. From here, click the “Add New” button:


This opens the Add a New Recipient by Designating A Constituent As A Recipient window:

 

From this screen you need to search for and select the constituent that you are wanting to make a recipient. Click the Lookup  icon to search for and select a constituent. If the constituent is not in Argenta, you can add a new constituent by clicking the Add New  icon. For help adding a new constituent please see our other KB Article - Add Constituent - An Individual. With a constituent selected, click the "Add Recipient & Enter Details" button. This adds your constituent as a recipient and opens the Recipient Workspace:

 
 
This workspace has 8 tabs of information. Let's go tab-by-tab and field-by-field:
 
1. Recipient Details tab:
 
 
On this tab you will enter the details for your recipient. Here are all the fields you should enter:
 
  1. Record Level Permissions - Set As View Only - Placing a checkmark in this box restricts this record to view-only access unless the user is the user who created the record, the user is a master admin, or the user is given specific permission to modify this record on the Record Permissions tab of this record. Permissions also work by assigning a department, district and/or precinct. If you have users in your system who are restricted by these permissions, they will only be able to see records in the departments/districts/precincts you have granted them access to.
  2. Record Level Permissions - Lock This Record - Placing a checkmark in this box locks this record so that users cannot view or update the record unless the user is the user who created the record, the user is a master admin, or the user is given specific permission to access this record on the Record Permissions tab of this record. Permissions also work by assigning a department, district and/or precinct. If you have users in your system who are restricted by these permissions, they will only be able to see records in the departments/districts/precincts you have granted them access to.
  3. Open Full Constituent Record - Use this button if you would like to open the full constituent card for this constituent.
  4. Active Date - By default the active date will show as the day you are entering the record. You can change this by manually entering a date or by using the date selector. This is a required field.
  5. Referred by Name (Text) - You may enter a name of the person who referred this recipient to your organization here. 
  6. Referred by Constituent - If this recipient was referred by a constituent, click the Lookup icon to search for and select the constituent.
  7. Recipient Status - Select a status for your recipient from the drop-down list. Your options are: Active In Process or Inactive. If you would like to add another status type you can click the Add New  icon to add a new status.
  8. Recipient Type - Select a recipient type from the drop-down list. If an applicable type is not listed you can create a new one by clicking the Add New  icon.
  9. Recipient Category - Select a recipient category from the drop-down list. If an applicable category is not listed, click the Add New  icon to add a new category.
  10. Assigned To (Team Member) - If a member of your team will be assigned to this recipient, click the Lookup  icon to search for and select the team member. 
  11. Acquisition Source - Select an acquisition source from the drop-down list. This is how your organization originally acquired the recipient. All drop-down lists in Argenta help to create comprehensive reports. The system comes loaded with predefined values for all of these drop-down lists called classification codes. You can change them at any time. You can add or delete them by selecting Classification Codes from the main menu. If an applicable source is not listed you can create a new one by clicking the Add New  icon.
  12. Associated Campaign - If this recipient belongs to a specific campaign, select the campaign it belongs to by clicking the Lookup  icon. Or if you need to create a new campaign you can do so by clicking the Add New  icon.
  13. Chapter - If this recipient belongs to a specific chapter within your organization or you wish to restrict users by chapter, select the appropriate chapter from the drop-down list. If you have users in your system who are restricted by chapter, they will only be able to see records in the chapters you have granted them access to.
  14. Division - If this recipient belongs to a specific division within your organization or you wish to restrict users by division, select the appropriate division from the drop-down list. If you have users in your system who are restricted by division, they will only be able to see records in the divisions you have granted them access to.
  15. Department - If this recipient belongs to a specific department within your organization or you wish to restrict users by department, select the appropriate department from the drop-down list. If you have users in your system who are restricted by department, they will only be able to see records in the departments you have granted them access to.
  16. District - If this recipient belongs to a specific district within your organization or you wish to restrict users by district, select the appropriate district from the drop-down list. If you have users in your system who are restricted by district, they will only be able to see records in the districts you have granted them access to.
  17. Precinct - If this recipient belongs to a specific precinct within our organization or you wish to restrict users by precinct, select the appropriate precinct from the drop-down list. If you have users in your system who are restricted by precinct, they will only be able to see records in the precincts you have granted them access to.
  18. Is Female Head of Household - If a female is the head of this household, select "Yes" otherwise select "No."
2. Material Distributions tab:
 
 
Any materials that you have distributed to this recipient will be shown on this tab. For help with Material Distribution's please see our other KB Article - Add Material Distributions.
 
3. Follow-Up tab:
 
 
On this tab, you can see all the follow-ups you have entered. You can view a follow-up by clicking the corresponding Open  icon for the follow-up you wish to view. You can create a new follow-up by clicking the "Add New" button.  This opens the Follow-Up Details screen:
 
 
From here you need to enter these details about your follow-up:
  1. Team Member - By default, this will say the user that is signed into Argenta. You can select another user from the drop-down list if needed. This is a required field.
  2. Follow-Up Reason - Enter the reason for the follow-up meeting. This is a required field.
  3. Follow-Up Outcome - Once the follow-up has occurred you will enter the details and/or outcome here.
  4.  Follow-Up Date & Time - Enter a date and time for the follow-up meeting. You can manually enter a date and time or use the calendar and time selectors. This will be entered onto your personal calendar. This is a required field.
  5. Notification Date & Time - If you would like to set a notification for yourself, enter a date and time here. You can manually enter a date and time or use the calendar and time selectors. Setting a notification here sets up the date and time that an email reminder will be sent to you for the purpose of reminding you of this follow-up appointment.
  6. Send A Notification to 2nd Email Address - If you would like to send the notification email to someone else, you can enter another email address here that will also receive your notification email.
Once these details have been entered click the "Save All Changes & Exit" button. This adds your Follow-up and returns you to the list of follow-ups.
 
4. Contact Log tab:
 
 
This tab shows you all the contact log items you have logged for this recipient. You can log a contact to this recipient from this tab. To log a contact, simply click the "Add New" button. This opens the Add Contact Log Items screen:
 
 
From here you will enter these details about your contact:
  1. Date of Contact - Enter the date and time of your contact. You can manually enter a date and time or use the calendar and time selectors. This is a required field.
  2. With Team Member - Enter the team member that had contact with this client/customer. By default, it will show the user who is signed into Argenta. To select another user, click the Lookup icon and search for and select the correct team member for the contact. This is a required field.
  3. Mark Contact As An Engagement - If you would like to add the contact and make the contact and engagement at the same time, select the engagement type from this drop-down list. If an applicable engagement type is not listed you can add a new one by selecting the Add New icon.
  4. Text Box - Enter the details about the contact here.
Once these details have been entered click the "Save & Add Contact Log Item" button to save the contact and be returned to your recipient workspace again.
 
5. Email Log tab:
 
 
This tab shows you all the emails that you have sent to this recipient through the Argenta system. You can view the email sent by clicking the View Email  icon.
 
6. Files tab:
 
 
On this tab, you will find all the files you have attached to this recipient.  You can add an unlimited number of related files to this recipient.  Make sure to save your changes first before adding related files. If you would like to add related files to this recipient you can do so on this tab. Simply click the "Browse" button to search for and select a file from your computer or drag and drop the file into the "Drag & Drop File Box". To complete the upload process click the "Save The Selected File" button.
 
7. Notes tab:
 
 
On this tab, you will find all the related notes you have entered for this recipient. If you would like to add notes to this recipient you do so on this tab. To add a note, click the "Add New" button. This will open the "Add A New Note" screen where you can type a note. Click the "Save & Add This Note" button to save the note and be returned to your recipient workspace. 
 
8. Record Permissions tab:
 
 
This tab controls the record permissions for the recipient record.
 

8. A. View Only Access:

Sometimes you want users to be able to view a record but block them from modifying that record. Individual records can be set to View Only so only master admins and users who are listed here, can edit them. To grant users permission to modify this record simply add them here. Select a user from the Add User box (start typing the user's name) then click the Add button to add the user to the view-only access permissions.

 

8. B. Locked Record Access:

Individual records can be locked so only master admins and users who are listed here can view or edit them. To grant users permission for this record simply add them here. Select a user from the Add User box (start typing the user's name), then click the Add button to add a user to the locked record access permissions.

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